Project Management & Technical Consultancy Services

Domain of application: Transportation, Railways

By Gabriel Nistorescu

Executive Summary

This presentation intends to gives an overview of the ‘Project Management and Technical Consultancy’ services offered during the project lifecycle:

1. Project Management (PMBOK, PRINCE2, ITIL V3);2. Pre-feasibility and Feasibility studies;3. Contract Requirements;4. Design review and approval;5. Installation supervision;6. FAT, IFAT;7. Site and System based T&C8. System Validation, Acceptance, Homologation;9. Post-completion supporting activities.

1. Project Management

i. Integration Managementii. Scope Management;iii. Time Management;iv. Cost Management;v. Quality Management;vi. Communication Management;vii. HR Management;viii. Risk Management;ix. Procurement Management;

1.1 – Integration Management

Project Management Plan and subsidiaries;

Project Procedures: Change Control, Material approval, Minutes of meeting, Non-conformities, Audit, Quality Plan and Manual, Review Contractor Project Documentation, Mission, Time Management etc.

Configuration Management System;

Change Control Committee (Dispute Adjudication Board);

Contract Dispute Resolution;

Project Management Information Systems e.g. Aconex, Sharepoint;

Health & Safety Plan;

Issue Register;

Management Meetings;

Project Database and Document Control;

1.2 – Scope Management

Work Breakdown Structure; WBS Dictionary; Monitor and Control the

implementation of the contract ‘Technical’ and ‘General’ specifications;

Prepare ‘Variation instruction’ to instruct the ‘Contractor’ for additional works after obtaining the ‘Employer’ approval;

Produce and maintain ‘Variation Instruction Registry’ and forms;

Reduce the ‘Contractor’ scope of works via ‘Notice To Claim’ to eliminate unnecessary or out-of-date project deliverables;

Variation Instruction

1.3 – Time Management

Prepare/Evaluate the ‘Consultant’ / ‘Contractor’ schedule of works;

Resource calendars;

Integrate new activities generated by ‘Variation instructions’ onto schedule of works;

Control of delays, acceleration program;

Software for planning: Microsoft Project, Primavera P6 (ongoing);

Schedule of works

1.4 – Cost Management

Independent cost evaluation; Cost control; Validate ‘Monthly Payment

Certificates’. Keep accurate evidence of spending;

Invoice for procurement of equipment and external services;

Commercial evaluation of additional works, ‘Notice to Claim’, ‘Extension of Time’;

Deduction of contractor costs for unnecessary works via NTC;

Budget for own project works; Cost Benefit Analysis; Commercial meetings;

Cost Estimation

1.5 – Quality Management

Quality Plan;

Quality Manual;

Quality Assurance;

Quality Control;

Audits;

Clarification meetings;

Equipment certification testing;

Implement ‘Quality Management System’ using dedicated software: Minitab 15 etc.

Non-Conformity

1.6 – Communication Management

Communication Management Plan;

Monthly, Trimestrial, Semestrial and Annual Reports;

Minutes of Meeting, Meeting Agenda, Attendance List;

Presentations in ‘Power Point’;

Procedure for project communication;

Project Monthly Report

1.7 – HR Management

Evaluation of the ‘Consultant’ and ‘Contractor’ resources;

Analyze of optimal organization chart. Change of organization structure: Functional, Matrix, Projectized;

Organization Chart; Post Description; Responsibility Matrix; Staff recruitment; Resource allocation plan; Key Performance Indicators; Team Building & Motivation; HR Procedures;

Project Chart

1.8 – Risk Management

Risk Management Procedure;

Risk Register;

Risk Management Meetings;

Brainstorming;

Impact of the identified project risks onto schedule, cost, quality;

Risk minimization;

Internal and External Risks;

Stakeholder Management;

Risk management software tools: Risk Matrix (MITRE).

Risk Register

1.9 – Procurement Management

Subcontractor ‘Contract Requirements’, RFP;

Seller conference, Q&A session;

Tender evaluation, selection of subcontractor services;

Supplier approval/appraisal; Equipment approval, Railway

Asset Register; Subcontractor management

during the project works; Performance monitoring; Contract disputes and close; Procurement schedule;

Tender Evaluation

2 – Pre-feasibility and Feasibility Studies

‘Transport Master Plan’, traffic simulation studies;

Route alignment and profile;

Investment methodology: GRIP, PMBOK/EN 50126 etc.

Scheme requirements, Options identification and selection;

Project Design Specification;

Project Cost Estimation;

Investment Methodology

Example: Pre-Feasibility/Feasibility

Option selection Structure of the system

EXAMPLESystem Architecture

3 – Contract Requirements Contract Management e.g. FIDIC Yellow/Red/White Books, French

system (CPS-CA, CPS-STG) etc. Technical contract requirements (separate books) for rail systems

(signaling, telecom, traffic management, electrification, power supply, rolling stock, depot, permanent way, AFC, SCADA etc) and Civil/E&M disciplines;

General Contract Specification, Administrative Clauses; Directive drawings; Operation and Maintenance Plan; RAMS Plan; Technical assistance during the tender process; Q&A Session, Presentations; Evaluation of tender response; Project Management, HSQE;

4 – Design review & approval Review & approve the contractor design versus contract specification,

approved variation instructions; applicable standards; Design review comments; Organize clarification meetings; Close out of the open points. Agree the way forward; Organize technical presentation at different design stages; Check design progression against the project milestones; Co-ordination inter railway system discipline, E&M, external

interfaces; Elements to be checked: functional requirements, performance

specifications, operation and maintenance, standards and norms, technical specification, technology imposed, strategy, interfaces, Health & Safety, Environment etc;

Communicate after each submission the status of design documentation: approved, approved with comments, rejected, resubmit

Example: Design Review & Approval

Review Comment Sheet Procedure for review & approve the Contractor’s project documentation

5 – Installation Supervision Review and approve all contractor’s documentation necessary to

support installation stage: EIP, Site/Intra-site installation documentation, Combined Service Drawings etc;

Review & approve ‘General Installation Documentation’: ‘Equipment naming & tagging, Power distribution, Equipment earthing etc;

Review and approve ‘Method Statement’, QESH Documentation; Review and approve sub-contractors for installation; Evaluate and monitor Contractor’s performances, program of works,

monthly reports, resource allocation plan and utilization; On-site supervision, Witnessing, Notification for witnessing; Organize progression on-site/in-house meetings, remedial works; Keep an accurate information on ‘Registry of Defects’, ‘Issue Register’,

prepare ‘Notice To Non-Conformance’; Assist for the handover of infrastructure, sign/approve ‘Site Inspection

Check-Out’ forms; Equipment approval, supplier appraisal; Prepare ‘Variation Instruction’, unforeseen works;

Example: Installation Supervision

Subcontractor review (Monthly Report) Issue Register

6 – FAT, IFAT

T&C are to be carried out according ‘V-lifecycle’, EN 50126; The EN 50126 reveals 2 level of T&C: FAT/IFAT, Field T&C; FAT aims to test basic equipment functionalities in accordance with

the product datasheet. IFAT replicates the network architecture (low level, pilot test in factory), basically includes all subsystem components and test the integration between them;

FAT/IFAT are organized at the manufacturer premises, dedicated laboratories and replicates minimal architecture of the system;

IFAT is designed as three step test: internal integration between the backbone elements, integration between rail system components (signaling, telecom, system integrator, AFC, RSK etc) and integration with external subsystem: FPS, TVS, Lift & Elevators, External Units;

The ‘Consultant’ role consist on: review & approve test procedures; organize clarification meetings, witnessing of the test, review & approve test report, validate the equipment & system proposed;

Example: IFAT

Test Structure (Procedure) Test Report: Acceptance

7.1 – Site based T&C

Review and approve of documentation that supports management of T&C: VTA Plan, VTA Program;

Review and approve site specific test procedures: SAT, SIT; SAT: designated to test basic functionality of the stand alone

equipment on site (e.g. Signalling Interlocking, VDU, Fire Protection System, Telecom backbone and components);

SIT: designated to test integration between subsystem components on site (e.g. Signalling Interlocking to outdoor equipment, SignallingInterlocking to Automated Block, Signaling to Telecom, Telecom system etc);

Witness T&C activities based on the program of works; Record of defects and agree corrective measures to be put in

place; Bi-weekly progression meetings, on-site clarification meetings;

7.2 – System specific T&C

Comprises both Static and Dynamic Tests;

E2ET: test of integration between the site equipment and traffic management centre/ERTMS/Network Management Centre;

System Integration Test: test the system wide integration between rail system components, other subsystems to rail systems, external interfaces;

Review and approve system specific test procedures: E2ET, System Integration;

Witness the tests, record defects, agrees corrective procedures;

Validate test results, approve test reports;

Commissioning of the infrastructure in accordance with manuals;

Dynamic tests structure comprises: On-board signaling to fixed infrastructure, TCMS(rolling stock maintenance), ETCS N1/2 etc;

8 – System validation, acceptance, homologation Review and approve of the ‘Maintenance Plan and Manuals’, ‘Operation

Plan’, ‘As-Built’; Review and approve the procedure for ‘System Validation’; System Validation & Acceptance are ‘Operational’ type tests which are

to be performed by ‘Operational’ experts. The Discipline Experts has to support the ‘Operational’ experts and perform corrective actions;

System Validation is performed by the ‘Principal Contractor’ under the assistance of the ‘Operator’, ‘Employer’ and ‘Consultant’;

System Acceptance Tests are performed by nominated ‘Operator’ under supervision (witness) of ‘Principal Contractor’ and ‘Consultant’;

If the system fulfills operational conditions and the number of defects is less than expected, the system is homologated and ‘Taken-In Over’ certificate issued;

Transfer of the infrastructure to the ‘Operator’, handover of equipment spares;

9 – Post-completion supporting activities Administrative Close of the Contract;

Technical audits, network capacities and performances;

Re-design of the network, increase capacities;

Defect statistics and records;

Monitor of maintenance activity;

Technical support;

Training;